Office accommodation lease for george local office (5 years) – legal aid SA tender 46/2026

Legal Aid South Africa is a national public entity established in terms of section 2 of the Legal Aid South Africa Act. Its objective is to render or make available legal aid and legal advice, provide legal representation to persons at state expense, and provide education and information concerning legal rights and obligations. Legal Aid SA is funded by the Government and ensures access to justice and the realisation of the right to have legal representation. Vision: A dynamic South Africa in which constitutional rights are realised to ensure a just society for all. Mission: To remain a leader in the provision of equal access to justice to indigent and vulnerable persons by rendering quality legal services. Values: Passion for Justice, Ubuntu, Integrity, Accountability, Service Excellence, People and Planet Focused. Outcomes: (1) Equal access to justice for all, focusing on indigent and vulnerable persons; (2) Respected, high performing and sustainable organisation providing accessible, quality legal services. Objectives include empowering clients and communities, ensuring a fair justice system, delivering on the constitutional mandate, embedding sustainable practices, sustaining good governance, maintaining high ethical standards, ensuring an effective supply chain management system, maintaining an appropriately resourced national footprint, and embracing emerging technologies including the Fourth Industrial Revolution.

Closing date: 15 September 2026 at 11h00 AM. Optional briefing session: 02 September 2026, 12:00 PM – 13:00 PM, at Tommy Joubert Building, corner Craddock & Courtenay Streets, George, 6530. Attendance at the briefing session is not compulsory.

Bid Enquiries: Ms. Carmen Hector, Tel: (044) 802 8600, Email: [email protected]. Technical Enquiries: Ms. Ronelle Arendse, Tel: (044) 802 8600, Email: [email protected]. Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001.

Proposals must be submitted in a sealed envelope marked with Tender Number 46/2026, Closing Date 15 September 2026, Time 11h00 AM, and the bidder's name, deposited in the locked tender box in the foyer of Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg, 2001. All annexures must be completed in full using the given numbering format; deviations may be ignored. Tender forms must be handwritten in BLACK ink. No tenders transmitted by telegram, telex, facsimile, e-mail or similar apparatus will be considered. The proposal must remain valid for 150 days from the closing date. Returnable forms required: SBD 1 (Invitation to Bid), SBD 2 (Tax Clearance Requirements), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Declaration), SBD 6.1 (Preference Points Claim Form). Failure to sign or complete any required form may invalidate the tender. Security and Integrity Clearance: All information, documents, records and books provided by Legal Aid SA are strictly private and confidential; bidders must not disclose them to any third party without express written consent. Legal Aid SA reserves the right to disclose any information provided by bidders to its employees.

Returnable forms (all must be completed, signed and submitted with the proposal): SBD 1 (Invitation to Bid) – bidder and contact details, signed as the offer cover page. SBD 2 (Tax Clearance Requirements) – confirms tax compliance; original Tax Clearance Certificate or SARS TCS PIN required. SBD 3.1 (Pricing Schedule – Firm Prices) – detailed breakdown of costs/charges and total bid amount; only firm prices accepted. SBD 4 (Bidder's Declaration) – discloses whether any director or shareholder is employed by the state or connected to anyone at Legal Aid SA; false declaration disqualifies the bid. SBD 6.1 (Preference Points Claim Form) – claims B-BBEE points under the 80/20 system; B-BBEE verification certificate or sworn affidavit must be attached. Proof of CSD registration (active supplier, tax compliant, not restricted). Valid Tax Clearance Certificate (original) or SARS TCS PIN. For consortia/joint ventures/sub-contractors: each party must submit separate TCS certificate/PIN/CSD number.

Evaluation uses the 80/20 preference point system: Price (80 points) and B-BBEE Level of Contribution status (20 points). Bidders must provide names of reference sites for reference checks. Bidders must demonstrate affirmative action employment practices and procurement programmes promoting empowerment of SMMEs and historically disadvantaged groups. Bidders must provide proof of registration on the National Treasury Central Supplier Database (CSD) reflecting active supplier status, tax compliance, and not being a restricted supplier. A valid Tax Clearance Certificate (original, not certified copy) or SARS Tax Compliance Status PIN must be submitted. Bids from persons in the service of the state, or companies with directors who are, will not be considered. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Failure to submit proof or documentation for specific goals means preference points for specific goals are not claimed.

Provision of office accommodation for a period of up to five (5) years in respect of the George Local Office. The successful bidder must provide a reliable, efficient and effective service and warrant that the service will be of a superior standard. The bidder must be highly skilled, professional, competent and experienced in the provision of office accommodation. Quality Assurance: Any defects, patent or latent, attributable to poor workmanship, will be rectified by the bidder at own cost and time; all costs relating to correction of defects will be expressly and separately noted on billing documentation. Intellectual Property Rights: Copyright, patent rights and other similar rights in any works or products created as a result of the performance of this proposal will vest in Legal Aid SA unless specifically agreed otherwise in a written agreement signed by both parties. Disbursements, Travel and Subsistence: No bidder will be refunded any cost or disbursements incurred without prior written approval; authorised disbursements refunded at reasonable actual cost; travel refunded per Legal Aid SA travel policy and AA rates for private vehicles; claims must be substantiated with receipts and kilometre logs. Bidder's own proposal and presentation expenses are not reimbursed.

Bidders must complete company details including: company name, contact names and numbers, company address, whether the company is the primary contractor or joint venture/alliance partner, number of personnel, turnover in the last three financial years, percentage growth in the last three years, and valid Tax Clearance Certificate. Bidders must provide names of reference sites for reference checks. Bidders must demonstrate affirmative action employment practices and procurement programmes promoting empowerment of SMMEs and historically disadvantaged groups. Bidders must be highly skilled, professional, competent and experienced in the provision of office accommodation.

Quality Assurance: Any defects, patent or latent, attributable to poor workmanship, will be rectified by the bidder at own cost and time. All costs relating to correction of defects will be expressly and separately noted on billing documentation. Goods/services supplied must conform to standards mentioned in the bidding documents and specifications.

Bidders must supply a detailed breakdown of costs/charges and related charges as well as a total bid amount. Only firm prices will be accepted; non-firm prices (including those subject to rates of exchange variations) will not be considered. Firm tender prices and delivery periods are preferred; bidders must state whether prices and delivery periods will remain firm. Items must be marked 'as specified' if to specification; deviations must be indicated. Prices quoted in South African Rand (all applicable taxes included). All delivery costs must be included in the bid price. No tenders transmitted by telegram, telex, facsimile, e-mail or similar apparatus will be considered unless specifically provided for. SBD 3.1 (Pricing Schedule – Firm Prices) must be completed and submitted.

Bidders must supply a detailed breakdown of costs/charges and related charges as well as a total bid amount. Only firm prices will be accepted; non-firm prices (including those subject to rates of exchange variations) will not be considered. Firm tender prices and delivery periods are preferred; bidders must state whether prices and delivery periods will remain firm for the duration of the contract. All delivery costs must be included in the bid price. Prices must be quoted in South African Rand (all applicable taxes included). Authorised disbursements will be refunded at reasonable actual cost; travel refunded per Legal Aid SA travel policy and AA rates for private vehicles; claims must be substantiated with receipts and kilometre logs. Bidder's own proposal and presentation expenses are not reimbursed. Performance security: Within 30 days of notification of contract award, the successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract, in the form of a bank guarantee or irrevocable letter of credit from a reputable bank, or a cashier's or certified cheque.

Bidders must be registered on National Treasury's Central Supplier Database (CSD) as an active supplier, tax compliant, and not a restricted supplier. A valid Tax Clearance Certificate (original) must be submitted with the bid; certified copies are not accepted. Bidders must submit their SARS Tax Compliance Status PIN or CSD number. For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number. Bids will not be considered from persons in the service of the state or companies with directors who are persons in the service of the state. B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to claim preference points. Returnable forms: SBD 1 (Invitation to Bid), SBD 2 (Tax Clearance Requirements), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Bidder's Declaration), SBD 6.1 (Preference Points Claim Form). After award, the proposal together with its terms, conditions and specifications will constitute a binding contract. The successful bidder assumes total responsibility regardless of subcontracting agreements. Legal Aid SA has the right not to award the tender. Proposals qualified by bidder's own conditions may be rejected. Bidders must supply requested information within 24 hours or risk disqualification.

Legal Aid SA's objectives include embedding sustainable and agile practices in every segment to positively impact on society, the economy and the environment, and maintaining an effective, efficient, economic and environmentally responsive supply chain management system.

Contract duration: up to five (5) years. After award, the proposal together with its terms, conditions and specifications constitutes a binding contract. The successful bidder assumes total responsibility regardless of subcontracting agreements. Legal Aid SA has the right not to award the tender. Payment conditions: Legal Aid SA will approve all project plans and projected costs; no activity will be delivered before an official order is issued. Disbursements, Travel and Subsistence: No refunds without prior written approval; authorised disbursements refunded at reasonable actual cost; travel refunded per Legal Aid SA travel policy and AA rates; claims must be substantiated with receipts and kilometre logs. Bidder's own proposal and presentation expenses are not reimbursed. Awarding: Legal Aid SA may award in part or full to one or more concerns on a non-exclusive basis. Proposals qualified by bidder's own conditions may be rejected. Bidders must supply requested information within 24 hours or risk disqualification. Intellectual Property Rights: Copyright, patent rights and similar rights in works created vest in Legal Aid SA unless agreed otherwise in writing. Performance security: Within 30 days of award notification, the successful bidder must furnish performance security of the amount specified in the Special Conditions of Contract, as a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. General Conditions of Contract (GCC) apply, supplemented by Special Conditions of Contract (SCC); where they conflict, SCC prevails. Termination for default, insolvency, force majeure, and dispute settlement clauses are included per GCC.

Security and Integrity Clearance: All information, documents, records and books provided by Legal Aid SA to any bidder are strictly private and confidential. Bidders must not disclose these to any third party without express written consent. Legal Aid SA reserves the right to disclose any information provided by any bidder to its employees. Special Conditions of Contract (SCC) supplement the General Conditions of Contract (GCC); where they conflict, SCC prevails. Performance security amount and form specified in SCC.6. Bidders must supply requested information within 24 hours or risk disqualification. Legal Aid SA may request a demonstration; bidders must comply within 24 hours.

Legal Aid South Africa requires office accommodation for its George Local Office for a period of up to five years. The accommodation must be near local courts and public transport, preferably a standalone building in George. Space required: 427.50–470.25 m² with six parking bays. Building must be accessible, compliant with regulations, zoned for office use, and allow Legal Aid SA branding. Refurbishment to Legal Aid SA specifications including partitioning, air-conditioning, corporate colours, power/data points, blinds, UPS integration, and emergency generator backup.

Non-compulsory briefing session: 2 September 2026, 12:00–13:00, Tommy Joubert Building, corner Craddock & Courtenay Streets, George 6530.

Closing date and time: 15 September 2026, 11h00.

Proposals must be submitted on or before the closing time.

Property inspection: must be made available within five days of request by Legal Aid SA.

Clarification or demonstration requests: bidder must respond within 24 hours.

Negotiation participation: highest-scoring bidder must engage within five days of request.

Bid enquiries: Carmen Hector, email [email protected], telephone (044) 802 8600.

Technical enquiries: Ronelle Arendse, email [email protected], telephone (044) 802 8600.

Submission address: Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg 2001 (tender box in foyer reception area).

Submission method: sealed envelope deposited in the locked tender box at Legal Aid House, 29 De Beer Street, Braamfontein, Johannesburg 2001.

Envelope marking: Tender Number 46/2026, Closing Date 15 September 2026 Time 11h00, Name of Company.

All annexures must be completed in full using the given numbering format; attachments must be clearly marked and specific to the information required.

Proposals must remain valid for 150 days from closing.

Returnable documents (all must be completed, signed and submitted):

• Proof of registration on National Treasury Central Supplier Database (CSD) showing active, tax-compliant, non-restricted status.
• Original valid tax clearance certificate or CSD registration proof.
• SBD 6.1 (Preference Points Claim) for B-BBEE status level under the 80/20 system.
• Completed bidder company/business information schedule (Section 16.3).
• Detailed breakdown of total charges, implementation and support services (Section 16.4).
• Floor plans of the building or space offered.
• Commitment letter to refurbish as per tenant specification with Tenant Installation amount.
• Site inspection certificate (to be signed after inspection).

Disqualification risks: unsigned or omitted returnable forms; late submissions; failure to make property available for inspection within five days of request; proposals qualified by bidder's own conditions not renounced when requested; failure to supply clarification or demonstration within 24 hours of request.

Evaluation uses the 80/20 preference points system: Price = 80 points, B-BBEE status level of contribution = 20 points.

Legal Aid SA will negotiate further with the highest-scoring bidder for reductions in rental and refurbishment allowances; failure to participate within five days of request leads to setting aside the bid.

Mandatory evaluation criteria:

• Provide reference site names for Legal Aid SA to conduct reference checks (newly established property businesses may provide other references).
• Demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE.
• Provide original valid tax clearance certificate or CSD registration.
• Support empowerment as specified by government (refer to SBD 6.1).
• All offered properties must be available for inspection within five days of request; failure disqualifies the bid.
• A site inspection certificate will be completed and signed by Legal Aid SA representative and landlord/representative.
• Proven relevant experience and ability to deliver reliable, efficient, effective service are important considerations.
• Bidders warrant they are highly skilled, professional, competent and experienced in property leasing.

Office accommodation for Legal Aid SA George Local Office for up to five years.

Location: proximity to local court(s) for quick access by staff and clients; close to public transport interchanges (taxi ranks, train stations, bus terminals); standalone building in George most desirable.

Space: minimum 427.50 m², maximum 470.25 m²; only bids within this range considered.

Parking: six secured, safe, lockable parking bays for Legal Aid SA vehicles.

Occupancy: currently 35 employees.

Toilets: 2 toilet blocks — female: 3 cubicles, 3 basins; male: 3 cubicles, 3 basins, 2 urinals; plus 1 client toilet accommodating persons with disabilities.

Working space for all staff including management, plus public waiting area, consultation rooms, reception area.

Building: preferably ground floor or functional lifts; user-friendly for disabled persons; compliance with all building laws, regulations, bylaws including health and safety; zoned by local authority for office/business/commercial use; title deed and zoning certificate may be required before award.

Branding: Legal Aid SA branding compliant, allowance for display of Legal Aid SA signboard.

Infrastructure: telephone and computer network points; emergency generator backup.

Refurbishment requirements (bidder to submit):

• Floor plans of offered space.
• Commitment letter to refurbish per tenant specification with Tenant Installation amount.
• Partitioning per Legal Aid SA specification.
• Air-conditioning (preferably split units).
• Painting in corporate colours.
• Floor covering in corporate colours.
• Power skirtings with two power plugs per workstation.
• Network and telephone points.
• Blinds in corporate colours.
• Space plan.
• UPS facility integrated into specific plug points (Legal Aid SA responsible for UPS unit).

Property management specifications and evaluation per Annexure A (not detailed in extracted text).

Quality assurance: any defects, patent or latent, attributable to poor workmanship will be rectified by the bidder at own cost and time; all correction costs expressly and separately noted on billing documentation.

Bidders warrant they are highly skilled, professional, competent and experienced in property leasing; service provided will be of superior standard and unlikely to cause undue difficulties.

Work performed by successful bidder evaluated against these criteria.

Legal Aid SA may request clarification, additional information or demonstration; bidder must comply within 24 hours.

Pricing format: firm tender prices and delivery periods preferred; bidders must state whether prices and delivery periods remain firm for contract duration.

Prices quoted in South African rand.

Detailed breakdown of costs/charges and total bid amount required.

No electronic submissions accepted unless specifically provided for.

80/20 preference points system: Price = 80 points, B-BBEE status level = 20 points.

Legal Aid SA will negotiate with highest-scoring bidder for further reductions in rental and refurbishment allowances.

Pricing: firm tender prices and delivery periods preferred; bidders must state whether prices and delivery periods remain firm for contract duration.

Prices quoted in South African rand.

Detailed breakdown of costs/charges and total bid amount required (Section 16.4).

No electronic submissions (telegram, telex, fax, email) accepted unless specifically provided for.

Payment conditions: Legal Aid SA approves project plans and projected activity costs; no activity delivered before official order issued; delivery within specified timescale after order receipt.

Quality assurance: defects attributable to poor workmanship rectified by bidder at own cost and time; correction costs separately noted on billing documentation.

Disbursements, travel and subsistence: no refund without prior written approval; authorised disbursements refunded at reasonable actual cost determined by Legal Aid SA; travel refunded per Legal Aid SA travel policy; private vehicle rates per prevailing Automobile Association of South Africa rates; claims substantiated by receipts and kilometre logs.

Bidder bears all proposal and presentation costs; no reimbursement.

Intellectual property: copyright, patent rights and similar rights in works/products created vest in Legal Aid SA unless otherwise agreed in writing.

Mandatory compliance documents:

• Proof of registration on National Treasury Central Supplier Database (CSD) showing active supplier, tax compliant, not restricted.
• Original valid tax clearance certificate or CSD registration proof.
• SBD 6.1 (Preference Points Claim) for B-BBEE status level under 80/20 system.
• Bidders must demonstrate affirmative action employment practices and procurement programmes promoting B-BBEE.
• All returnable forms must be completed, signed and submitted; failure to sign/mark tender form or complete attached forms, questionnaires and specifications may invalidate tender.
• Tender forms must be handwritten in black ink (no mechanical devices).
• Bidders must check page numbers for missing/duplicated pages.
• Proposals qualified by bidder's own conditions may be rejected; failure to renounce such conditions when called upon invalidates proposal.
• Building must comply with all building laws, regulations, bylaws including health and safety; zoned for office/business/commercial use; title deed and zoning certificate may be required before award.
• Property must be made available for inspection within five days of request; failure disqualifies bid.
• Site inspection certificate to be completed and signed by Legal Aid SA representative and landlord/representative.

Building must comply with all building laws, regulations and bylaws including health and safety compliance.

Building must be user-friendly for disabled persons (accessibility).

Client toilet must accommodate persons with disabilities.

Legal Aid SA values include 'People and Planet Focused'.

Objective 5: organisation re-inventing and embedding sustainable and agile practices to positively impact society, economy and environment.

Objective 8: effective, efficient, economic and environmentally responsive supply chain management system.

No specific environmental performance requirements or certifications stated for the property.

Contract duration: up to five years.

After award, the proposal together with its tender terms, conditions and specifications constitutes a binding contract between Legal Aid SA and the successful bidder.

Successful bidder assumes total responsibility regardless of any third-party or subcontracting agreements.

Legal Aid SA reserves the right not to award the tender.

Tender may be awarded in part or in full, at Legal Aid SA's sole discretion, to one or more concerns on a non-exclusive basis.

Proposals qualified by bidder's own conditions may be rejected as invalid; failure to renounce such conditions when called upon invalidates the proposal.

Legal Aid SA may request clarification or additional information; bidder must supply within 24 hours or risk disqualification.

Legal Aid SA may request a demonstration; bidder must comply within 24 hours.

Legal Aid SA will negotiate further with highest-scoring bidder per 80/20 price scoring system for reductions in rental and refurbishment allowances; failure to participate within five days results in setting aside the bid and negotiating with other qualifying bidders.

All documents submitted become property of Legal Aid SA.

Confidentiality: all information, documents, records and books provided by Legal Aid SA are strictly private and confidential; bidder may not disclose to third parties without express written consent; Legal Aid SA reserves right to disclose bidder information to its employees.

Intellectual property rights in works/products created vest in Legal Aid SA unless otherwise agreed in writing.

Quality assurance: defects attributable to poor workmanship rectified by bidder at own cost and time; correction costs separately noted on billing documentation.

Payment: Legal Aid SA approves project plans and projected costs; no delivery before official order; delivery within specified timescale after order receipt.

Disbursements/travel/subsistence: no refund without prior written approval; authorised disbursements at reasonable actual cost; travel per Legal Aid SA policy and AA rates; claims require receipts and kilometre logs; proposal/presentation costs not reimbursed.

All annexures must be completed in full using given numbering format; attachments clearly marked and specific.

Tender forms handwritten in black ink; no mechanical devices.

Bidders check page numbers for missing/duplicated pages; no liability accepted for such claims.

Proposals qualified by bidder's own conditions may be rejected; failure to renounce when called upon invalidates proposal.

General conditions in tender prevail over conflicting conditions on tender form.

Where items specified in detail, specifications form integral part; bidders indicate 'as specified' or deviations.

No electronic submissions (telegram, telex, fax, email) unless specifically provided for.

All documents submitted become property of Legal Aid SA.

Confidentiality: Legal Aid SA information strictly private; no disclosure without written consent; Legal Aid SA may disclose bidder information to its employees.

Bidder bears all proposal and presentation costs; no reimbursement.

Legal Aid SA may request clarification, additional information or demonstration within 24 hours; non-compliance may disqualify.

Property must be available for inspection within five days of request; failure disqualifies bid.

Site inspection certificate completed and signed by Legal Aid SA representative and landlord/representative.

Title deed and zoning certificate may be required before award.

Successful bidder assumes total responsibility regardless of third-party/subcontracting agreements.

Legal Aid SA reserves right not to award tender.

Office space: minimum 427.50 m², maximum 470.25 m²; only bids within this range considered.

Six secured, safe, lockable parking bays.

Proximity to local court(s) and public transport interchanges (taxi ranks, train stations, bus terminals); standalone building most desirable.

Ground floor preferred or functional lifts.

User-friendly for disabled persons.

Compliance with all building laws, regulations, bylaws including health and safety.

Zoned by local authority for office/business/commercial purposes; title deed and zoning certificate may be required before award.

Legal Aid SA branding compliant; allowance for signboard display.

Telephone and computer network points; emergency generator backup.

Refurbishment per tenant specification: partitioning, air-conditioning (preferably split units), painting and floor covering in corporate colours, power skirtings (two plugs per workstation), network/telephone points, blinds in corporate colours, space plan, UPS facility integrated into specific plug points (Legal Aid SA provides UPS unit).

Floor plans, commitment letter with Tenant Installation amount, and space plan to be submitted with bid.

Property available for inspection within five days of request; site inspection certificate signed by both parties.

Proof of CSD registration (active, tax compliant, not restricted); original valid tax clearance certificate or CSD registration; SBD 6.1 for B-BBEE; affirmative action and B-BBEE procurement practices demonstrated.

80/20 preference points system: Price = 80 points, B-BBEE status level = 20 points.

Mandatory criteria: reference site names for checks; affirmative action employment and B-BBEE procurement practices; original valid tax clearance or CSD registration; support for government empowerment (SBD 6.1); property available for inspection within five days (failure disqualifies); site inspection certificate signed by both parties.

Proven relevant experience and ability to deliver reliable, efficient, effective service are important considerations.

Highest-scoring bidder enters negotiations for rental and refurbishment reductions; failure to participate within five days leads to bid being set aside.

Lease premises definition: physical address with street number and building name, full description of leased premises, erf number.

Lease term: commencement and expiry dates to be specified.

Payment details: tenant must effect rental payment to landlord at specified bank account (account name, number, institution, branch name, branch code, account type, reference number if applicable, VAT registration number).

Escalation rate: compounded annually at percentage to be specified.

Basic rental: excluding VAT, per month.

Charges payable by tenant: electricity and water as per municipal account.

Pricing schedule: detailed breakdown for Years 1-5 showing lettable area, unit rent, total monthly rent (ex VAT), VAT (15%), total monthly rent (inc VAT) for office space, parking bays, and other charges.

Total lease agreement cost required for 5 years, 7 years, and 9 years 11 months with detailed schedules for extended periods.

Tenant installation allowance amount to be specified.

Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Three contactable references required with initials, surname, telephone/cell, e-mail, and company name.

Closing date: 15 September 2026 at 11:00 (from tender record).

No mandatory briefing or site visit dates stated in this document.

Tenant (Legal Aid South Africa):

Physical Address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017

Postal Address: Private Bag X76, Braamfontein, 2017

Landlord contact details (domicilia citandi et executandi) to be provided by the bidder in Schedule 1: physical address, postal address, telephone, telefax, e-mail, cell number, and alternative contact number.

Submission requirements:

• Complete and sign Annexure B (Schedule 1) with all required details including landlord information, property details, rental pricing for Years 1-5, and three contactable references.
• Provide a detailed breakdown letter for any 'Other charges' listed in the pricing schedule.
• Specify the tenant installation allowance amount.
• Indicate the authorised signatory's full name and capacity in section 2.12.
• The offer remains valid for five months from submission.
• Submit to Legal Aid South Africa as per the main RFP instructions (closing date: 15 September 2026 at 11:00).

Bidders must be registered with the relevant authorities, including SARS and CIPC, and must have a valid VAT registration number. Bidders must also comply with the Broad-Based Black Economic Empowerment (B-BBEE) Act and the Construction Industry Development Board (CIDB) regulations.

Scope: Provision of office accommodation for Legal Aid South Africa George Local Office for up to five years.

Premises details required: physical address with street number and building name, full description of leased premises, erf number.

Lease term: commencement and expiry dates to be specified.

Tenant responsibilities (Legal Aid SA):

• Water and electricity consumption
• Sanitary services and refuse removal
• Domestic cleaning services
• Consumables supply
• Internal maintenance (break & pay rule)
• Alarm/security system maintenance
• Replacement of light bulbs
• Furniture, office equipment and appliances

Landlord responsibilities:

• Internal maintenance (general and normal wear & tear)
• External maintenance
• Garden maintenance
• Air conditioning maintenance
• Lift maintenance
• Floor covering (normal wear)
• Municipal rates and increases
• Insurance and all increases
• Replacement of light bulbs
• Fire fighting equipment and services

Charges payable by tenant: electricity and water as per municipal account.

Pricing schedule format:

• Year 1-5 breakdown: lettable area (m²), unit rent (R), total monthly rent (ex VAT), VAT (15%), total monthly rent (inc VAT) for office space, parking bays, and other charges.
• Annual escalation: compounded at specified percentage from each anniversary of commencement date.
• Total monthly payable per year (Years 1-5).
• Total lease agreement cost for 5 years, 7 years, and 9 years 11 months.
• Detailed schedules required for years 6-7 and 8-9 if offering longer term.
• Tenant installation allowance amount to be specified separately.
• Letter of detailed breakdown for other charges must be submitted and supported.
• VAT at applicable rate (currently 15%) applied to rental amounts.

Pricing schedule required for five years with annual escalation:

• Basic rental (excluding VAT) per month for office space (m²), parking bays, and other charges.
• Escalation rate compounded annually (percentage to be specified).
• VAT at applicable rate (currently 15%) applied to rental.
• Total monthly payable per year (Years 1-5) with breakdown.
• Total lease agreement cost for 5 years, 7 years, and 9 years 11 months (detailed schedules for years 6-7 and 8-9 required if offering longer term).
• Tenant installation allowance amount to be specified.
• Legal Aid SA reserves the right not to enter into a lease longer than 5 years.
• Banking details required: account name, number, institution, branch name, branch code, account type, reference number (if applicable), VAT registration number.

Bidder must provide:

• Company/Close Corporation/Trust name or individual full names with registration number or ID number.
• Proof of authorisation to sign on behalf of the landlord (board resolution or authority to sign).
• Valid VAT registration number.
• Three contactable references with initials, surname, telephone/cell, e-mail, and company name.
• Compliance with standard Legal Aid SA supply chain requirements (CSD registration, tax compliance, B-BBEE) as per main RFP — not detailed in this annexure.

Maintenance responsibility allocation:

• Landlord responsible for: internal maintenance (general and normal wear & tear), external maintenance, garden maintenance, air conditioning maintenance, lift maintenance, floor covering (normal wear), municipal rates and increases, insurance and all increases, replacement of light bulbs, fire fighting equipment and services.
• Tenant responsible for: water and electricity consumption, sanitary services and refuse removal, domestic cleaning services, consumables supply, internal maintenance (break & pay rule), alarm/security system maintenance, replacement of light bulbs, furniture, office equipment and appliances.

Note: Replacement of light bulbs appears on both parties' responsibility lists — clarification may be needed.

Legal Aid SA reserves the right not to enter into a lease longer than 5 years.

Offer validity period: five months from submission.

Tenant (Legal Aid South Africa):

Physical Address: Legal Aid House, 29 De Beer Street, Braamfontein, 2017

Postal Address: Private Bag X76, Braamfontein, 2017

Landlord (Service Provider) domicilia citandi et executandi to be provided:

• Physical address
• Postal address
• Telephone number
• Telefax number
• E-mail address
• Cell number
• Alternative contact number